National project officer for monitoring and evaluation, communication and knowledge management

Background

Due to its location, topography, and vulnerability to cyclic climatic events (ENSO oscillations), Timor-Leste faces high levels of risks associated with natural hazards. Every year, the country suffers from localized events including, floods, landslides and strong winds. Vulnerable communities have borne the impacts of such natural hazards, which often exacerbate food insecurity. Due to its proximity to an active sub-duction zone, the country is also prone to earthquakes and tsunamis, which could significantly affect the lives of people and have an enormous impact on economic and social infrastructure.

The overall objective of the project is to develop national Disaster Risk Management (DRM) capacity at the national and district levels, including in communities vulnerable to natural disasters and climate change. In order to achieve this objective the National Disaster Management (NDMD) and UNDP have agreed to focus on four key priorities: (i) undertaking a National Risk and Vulnerability Assessment as a basis for decision-making; (ii) mainstreaming DRM and Climate Risk Management (CRM) in Government planning; (iii) establishing and strengthening institutional and operational mechanisms needed for the implementation of the DRM Policy; and (iv) expanding community-based disaster risk reduction with special emphasis on promoting women's participation.

The project will build on UNDP past support to NDMD, as well as ongoing partnerships with IoM and NGOs, particularly in the districts. It will also establish synergies with the UNDP Environment Portfolio, namely projects concerned with Climate Change (CC) Adaptation and Environment Management.

Duties and responsibilities

Under the direct supervision of the project manager (PM), and technical guidance and supervision of the Chief Technical advisor (CTA) the incumbent will ensure all activities related to communication, monitoring and evaluations, gender inclusion as well as information management systems are implemented in a timely, efficient and politically sensitive manner in full coordination and consultation with UNDP communication and M&E teams.

The incumbent will also ensure that gender and social inclusion issues are analyzed, considered and addressed during baseline establishment, planning, implementation and monitoring and evaluation of the programme activities. S/He will be held accountable for integration of gender equality and women empowerment as well as social inclusion issues into the DRMP for sustainable DRM.

In order to fulfil this task, the communication officer (CO) will carry out regular stakeholder consultations, field visits, closely liaison with the line ministries, organizations as well as target beneficiaries and end- user agencies. However, all DRMP team will be held fully accountable and responsible for quality and efficient inputs in order to achieve the set results for this post. Detailed scope of work includes:

A. Ensure that M&E framework and system of the DRMP is in place and fully implemented. (40%)

• Develop DRMP M&E framework in consultation with the UNDP M&E unit and ensure its implementation by the entire programme team and implementing partners and provide regular updated to the PM in this regard;
• Contribute to the establishment and maintenance of a dynamic system of monitoring and evaluation as a central element of the DRMP and support full implementation of the M&E system;
• Coordinate organization of Programme Board meetings and all aspects of development of progress reports and other documentation as required;
• Contribute to timely reporting - both internal and external (to the Government and donors) - following UNDP and programme requirements and established procedures;
• Coordinate and compile development and updates to the DRMP risk, issues and lessons learned logs;
• Work closely with the Programme Manager to generate quarterly and annual work plans, Combined Delivery Reports (CDR) for signature from UNDP and discussion within the Programme Board;
• Support the Programme Manager in preparing the TORs and coordinating review and evaluation exercises as required;
• Act as the coordinator and support all activities leading to the annual audit exercise and follow up of the audit recommendations.


B. Ensure that communication strategy of the DRMP is in place and public information products are produced and disseminated in an efficient and effective manner. (25%)

• Develop DRMP communication strategy and periodic action plans in consultation with UNDP communication team and ensure implementation by the entire programme team;
• Develop DRMP website and keep it updated;
• Design, develop, conduct pre-testing and evaluation of communication materials and activities of the DRMP;
• Follow up on the production of communication materials and oversee the qualitative aspects of production, (e.g., quality control, review of layout and graphic design);
• Develop print and electronic public information materials which disseminate accurately the appropriate programme messages and advise on possible negative fall outs;
• Monitor effectiveness of various communication and sensitization activities and update the strategy accordingly;
• Ensure proper documentation of activities undertaken, as well as compile articles/write up after each activity;
• Analyze and provide reports on the initiatives undertaken with a focus on the analysis of the impact among key audience/target group;
• Maintain an overview of programme communications, M&E and IMS budgetary position;
• Maintain overview of appropriate communication mediums to achieve programme objectives;
• Provide media monitoring and reporting on DRM related activities and share such information regularly with Media Focal Points;
• In collaboration with UNDP communication team, design sectoral plan for generating appropriate programme media material - photographs, logos, VIP endorsements, press releases etc - as directed by the Programme Manager & Unit Head.

C. Develop the DRMP knowledge products and IMSs in collaboration with the programme team and management. (25%)

• Conduct need assessment and support development of the DRMP information management systems, National Information Portal, Community of Practice and Knowledge Networks for DRM and link them up to related regional knowledge networks such as SAARC/ESCAP-supported networks;
• Develop necessary database for CDRM Programme and keep them updated;
• Work as focal point with the programme team and implementing partners in generating, documenting and disseminating high quality information and knowledge about the programme best practices and lessons learned on an ongoing basis;
• Contribute to relevant knowledge networks and communities of practice and coordinate the same within the programme team;
• Actively work with the gender and social inclusion team to develop and implement strategies to promote gender equality and social inclusion for sustainable DRM;
• Perform any other related task as per the request of the DRM PO and DRR Unit Head.

D: Analyze and address gender equality issues in all project plans, activities and outputs (10%)

• Promote gender equality and social inclusion as guiding principles in baseline establishment, planning, implementation, M&E of various components of the DRMP;
• Ensure support of DRMP to women’s crisis prevention institutions, groups and networks through strengthened partnership of the DRMP with these institutions and agencies;
• Ensure analysing and addressing unique vulnerabilities and needs of women (and of other marginalized and socially marginalized groups) in disaster risk and post disaster assessments;
• Use as a reference UNDP/BCPR 8-point agenda for gender inclusion in DRMP works;
• Ensure that women are given equal opportunities in all service lines, outputs of the DRMP including access to grants, knowledge and trainings for DRM at national district and local levels;
• Ensure that the DRMP services and activities for DRR specifically target women and women’s experience and knowledge are valued and incorporated in any DRMP-supported plans, policies, activities and outputs;
• Ensure active participation of women and socially marginal and dispossessed groups in planning, implementation, monitoring and evaluation of various components of the DRMP;
• Promote gender equality in DRMP by encouraging the participation of women in the exercises and nomination of female staff from the key institutions at national and local levels in various DRMP-supported training programmes;
• Ensure that the DRMP will take into account differential vulnerability of women to climate related hazards and devise strategies to reduce the impact of these hazards on women;
• Work with the DRMP team to ensure that women’s self-help groups, cooperatives, campaigners, volunteers and field workers are empowered to support DRMP initiatives for disaster risk reduction at all levels in Timor-Leste.

Impact of results

• The CDRM Programme supported with the implementation of an effective M&E framework, communications strategy, information and knowledge management system ensuring the appropriate targeting of key messages in disseminating technical details, managing stakeholder expectations and sensitizing communities and the wider public.
• All necessary reporting deadlines are met and M&E processes built into the programme.
• Knowledge products, that capture both best and failed practices, are developed and disseminated.
• A clear overview of the programme positioning, activities and impact maintained so as activities adjusted if necessary.
• Gender and social inclusion issues are analyzed, considered and addressed during baseline establishment, planning, implementation and monitoring and evaluation of the programme activities. Gender equality and women empowerment as well as social inclusion issues integrated into the DRMP for sustainable DRM.

Qualifications

Education and experience

• A Masters degree in Journalism, Communications, IT or a related field with at least 2 years of practical experience, or Bachelor Degree with at least 4 years of experience in the area of monitoring and evaluation, communications and development, including keen understanding of public information and sensitization principles and gender with national and international agencies;
• Experience in contribution into developing and implementing national public information and sensitization strategies with national and international agencies;
• Experience in the field of M&E and report generation/writing with multi stakeholder development projects of national and international agencies;
• Experience in effective knowledge management and development/implementation of IMSs;
• Strong English & Tatum written/spoken skills at professional level.

Competencies

Corporate competencies

• Demonstrate ability to work effectively in a team of international and local staff in a dynamic, highly politicized, and sometimes logistically constrained environment;
• Tact, sensitivity and an ability to manage complex highly sensitive matters and solve problems discreetly and effectively;
• Demonstrate integrity by modeling the UN’s values and ethical standards;
• Promote the vision, mission, and strategic goals of UNDP;
• Display cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Ability to incorporate gender into all aspects of work including planning, managing, operations, database development, reporting and M & E, and treat all people fairly without favoritism.

Functional Competencies

• Capacity, in collaboration with appropriate technical expertise, to develop and disseminate appropriate print, audio-visual materials;
• An understanding of the scope and limitations of national journalism and media in supporting the programme;
• An understanding of the particular sensitivities of stakeholders in the CDRM Programme;
• Drafting of appropriate programme reports in collaboration with the Unit Head & Programme Manager;
• Close monitoring and reporting of the impact of implementation of M&E framework, communications strategy and IMS;
• Maintenance of productive working relationship with other communication groups and other key partners.